General Principles

This page outlines the general administrative and payment principles that should be followed when completing processes for the OSC.

After Every Process

After completing any administrative or financial process:

  1. Scan all relevant documents, including forms, invoices, receipts, and emails where relevant.

  2. Archive the documents in LRZ Sync & Share → OSC Back Office

  3. Submit original paperwork to:

  • Lilia Meier, secretary of Markus Buehner’s chair,
  • the Geschäftsstelle (GS),
  • or the relevant department for processing
  1. Store all bank account and salary details in Kontoauszuege_Bankaccount_information:

LRZ Sync & Share → OSC Back Office → Finanzen-Finances → Finanzuebersicht-Financial_Overview → Kontoauszuege_Bankaccount_information

  • Store invoices and other official documents in their respective folders.

General Payment Rules

  • Always use the official LMU billing address.
  • Always include the LMU VAT ID: DE811205325.
  • Invoices with a personal address cannot be reimbursed.
  • Include proof of payment whenever reimbursement is requested.
  • If OSC pays directly, stamp the invoice with the OSC account information.
  • All payments require two authorised signatures from Felix, Malika, Lilia, or Markus.
  • If a staff member (Malika or Felix) is being reimbursed, two different authorised persons must sign.
  • If a staff member is being reimbursed, use the simplified form Muster Auslagenerstattung 2024 instead of Muster 30.

Buchungsstelle

  • 428 — if the person being reimbursed has a contract
  • 547 — if outgoing

Kostenart for Travel Expenses

  • 66121 — guests
  • 68519 — LMU employees

International Invoices

The LMU VAT ID must always be included on international invoices so that LMU is recognised as a business and the correct invoice is issued.

Without the VAT ID, international invoices may include value-added tax. Since LMU must remit German VAT separately for international invoices, posting or reimbursing an international invoice that already includes VAT could result in double payment:

  • VAT according to the invoicer’s country; plus
  • German VAT.

Such double payment is not permitted under the principles of economic efficiency and cost-effectiveness.

ImportantInternational payments in another currency

If reimbursement involves another currency, attach an exchange-rate screenshot (e.g. OANDA) showing the exchange rate on the payment date.

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